Executive Assistant to CIO

Our client is a UK headquartered, global tech enabled services provider that is driving and enabling circular solutions across the circular economy. The company is structured across three following divisions: Recycle, Comply, Reuse.

Reporting to and supporting the Chief Information Officer (CIO), you will be the first point of contact to provide executive support the CIO and his leadership team (Technology Leadership Team - TLT) and the Group Finance Director.

We are seeking a senior and experienced executive assistant who will play a pivotal role in enabling a highly performing and mobile technology leadership team. Responsibilities range from providing diary, schedule and conflict management whilst liaising with colleagues and other executive assistants from around the group, email management, supporting extensive travel both across the UK and internationally, expense management and importantly supporting with key management responsibilities including maintaining registers, organizational charts, managing and minuting meetings, chasing actions and such like.

Over time, the role will become a trusted member of the TLT to support and enable delivery the overarching technology strategy.

Key responsibilities include:
• Overall responsibility for executive support to the Reconomy CIO in the UK, covering general administration, travel, itineraries, calendaring, inbox management and other organisational/various matters;
• Providing executive support to the Group Finance Director based in the UK;
• Supporting the remaining TLT members on a more limited and adhoc basis with travel and other various administration;
• Being an active member of the TLT, participating in strategy, commercial, budget and planning sessions;
• Working proactively to provide admin support, understanding and learning the TLT’s preferences, behaviours and adapting accordingly;
• Supporting the Group FD with various monthly activities, reporting packs and tasks;
• Arrange meetings, conference calls, diary schedules, conflict management, manage emails, prioritise workloads etc;
• Prepare minutes of meetings and assist with the follow up actions;
• Travel booking and coordination (UK, internationally and large-scale);
• Preparing travel itineraries, proactively and ensuring TLT business travel is effective and efficiently managed;
• Management of expense claims, invoices and associated administration;
• Organise and manage correspondence, phone calls and meeting schedules;
• Acting as a single trusted point of review for the CIO’s inbox, managing conflicts, filtering junk email, supporting day to day activities, categorising and prioritising;
• Draft, prepare and distribute documents and correspondence related to meetings, phone calls and teleconferences;
• Working closely with the leadership team of our technology scaling centre in Bucharest, and our central Project Management Office (PMO), to build and manage status reporting, dashboards and to provide regular project status reports to the CIO;
• Supporting group wide projects, for example implementation of travel management platforms;
• Supporting group events, TLT travel, monthly and quarterly TLT meetings (remote and in-person);
• Acting as a business partner to oversee procurement projects and feedback progress to the CIO;
• Project involvement, with support from the TLT and PMO adhoc;
• Travel internationally as required, including quarterly TLT meetings in the UK; and
• Presentation of data and other information via excel, powerpoint, word – with creative flair!

Requirements:
• 5-10 years of providing senior executive support to senior international executives, ideally in technology;
• Very competent with Microsoft Office Suite (Outlook, PowerPoint, Word, Excel). Visio, also advantageous;
• Working remotely with an executive, and in real-time, managing meeting bookings, clashes, priorities and administrative tasks ‘on the fly’ and ‘at pace’;
• Ability to prioritise and handle multiple assignments at any given time while also serving as a "go to" for all members of a large (9 people strong) senior team;
• Comfortable with completing complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture;
• You will report to the CIO therefore previous experience providing support to C-Suite executives in an international business is essential;
• Previous expective supporting a technology c-suite executive beneficial, so familiar with technology terminology etc;
• Flexible with travel, especially on a regular basis to the UK and less frequently to other Reconomy in Europe;
• Acting proactively at all times, ensuring that diary clashes, meeting rooms and other events are well managed, organised and the efficiency of the CIO, Group FD and EVP Tech & engineering is maximised.

Reasons to join us:
• This role offers you the chance to work in a friendly, diverse and international environment, along with colleagues who will share your passion for innovation, agile-working and growth. You will also be able to develop your skills within the exciting and challenging market of Reverse Logistics!
• Hybrid working environment;
• Training and development to keep you in touch with the latest technologies and the opportunities to apply your learning;
• We offer a competitive salary alongside other benefits;
• Our office is easily accessible located near the city center of Bucharest, and designed to make you feel at home.